AP Admin and Procurement Assistant

Job Description

Title: AP Admin and Procurement Assistant

Company Name: FH Association

Vacancy: 01

Age: 25 to 40 years

Job Location: Anywhere in Bangladesh

Salary: Negotiable

Experience:

• 2 to 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Bachelor of Business Studies (BBS) in Supply Chain Management
• Bachelor of Arts (BA)
• Master of Business Administration (MBA) in Supply Chain Management

• 2 to 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Age 25 to 40 years

• Any additional and/or relevant training with certifications shall be an added advantage.

• High integrity and a strong sense of professional ethics;

• Able to self-manage a diverse and dynamic set of responsibilities, proactively solve problems and/or suggest viable solutions while advancing goals and objectives;

• Demonstrated computer operating skills, including proficiency in Microsoft Office products, and Teams and/or Zoom;

• Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes;

• Comfortable and persuasive when speaking before both large and small groups;

• Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.

• Medical fitness to live and travel in rural and urban areas with extreme conditions and limited medical support.

Principal Responsibilities:

Administrative Support:

• Work in close collaboration with the Officer– Procurement and Logistics, and the Manager– Area Program.

• Maintain Good Received Notes (GRN), keep the assets and inventory for the Area Offices, monitor the storage of procured items, and maintain master role and leftover items record.

• Maintain staff movement, file movement, inventory, distribution, and other registers.

• Make a schedule for delivery of goods/services to ensure all items are correctly accounted for by the team.

• Keep track of procured stationery/goods and their disbursement.

• Provide travel arrangements for visitors to and from the area, when needed.

• Oversee the activities of the AP office, meeting room, and hospitality services, as required.

• Provide assistance with coordinating administrative programs like organizing meetings, seminars, workshops, and other similar programs.

• Arrange and maintain the regular payment of Area Office bills and oversee payments.

• Ensure the security of the office, especially where network links, internet, and office equipment are set up.

• Supervise the AP office support staff.

Procurement Management:

• Provide all necessary support with the procurement of goods, including communicating with vendors, collecting, and processing quotations, delivery, and making payments, while adhering to all FH Policies and Procedures.

• Check that all procurement requests are completed correctly before forwarding them to the Procurement and Logistics Department.

• Assist the procurement committee to follow and uphold the organization’s procurement systems and processes.

• Proper tracking of all the procurement processes and archiving all the procurement-related documents.

Reports and Records Maintenance and Assistance:

• Manage, maintain, and ensure the security of all Area Office records, including digital copies of official government records, notices, announcements, and contracts.

• Monitor AP Office agreements (i.e. rental agreements) and process payments as per agreements, share those agreements with the relevant parties.

• Prepare, write, and preserve the meeting agenda of the AP Coordination Meeting’s resolutions and relevant documents.

• Maintain and update the area database on local assets, and provide regular reports to the Sr. Officer/Officer – Procurement and Logistics, and MAP.

Personal Growth, Development, and Responsibilities:

• Pursue ongoing training, and professional and personal development of oneself in the form of seminars, conferences, and online learning opportunities.

• Manage and maintain all FH policies and procedures within the set of accountabilities assigned.

Safeguarding Responsibilities:

• Promote the prevention of sexual misconduct, sexual exploitation, abuse, harassment, trafficking, shaming, bullying, or any type of harm among communities, program participants, team members, and partners.

• Facilitate Safeguarding messaging with communities, program participants, team members, and partners to raise awareness and promote the reporting of safeguarding issues through Community System for Accountability and Feedback (C-SAFE) and EthicsPoint.

• Act as a reporting avenue for safeguarding issues, and facilitate relevant resources (safety, security, well-being) to survivors in accordance with organizational policies and procedures.

Other duties as assigned.

FH Culture: All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values.

Safeguarding Policy: FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the Heartbeat Values and safeguarding and associated policies. Violations of stated policies will be subject to corrective action up to and including termination of employment.

• T/A,Mobile bill,Provident fund,Medical allowance,Weekly 2 holidays,Insurance
• Salary Review: Yearly
• Festival Bonus: 1